Clements Centre Society

Job Descriptions

ACCOUNTING ASSISTANT Job Summary: Under the supervision of the Director of Finance, this position processes payroll, accounts payable and accounts receivable including the reconciling and balancing of accounts to the general ledger and the preparation and posting of approved adjustment information. This position performs other confidential duties as prescribed by the Director of Finance.

Reports to: Director of Finance

Key Duties and ResponsibilitiesPayroll

Enrolls new employees Enters payroll information. Summarizes payroll changes and transfers information from time sheets to payroll

systems. Reviews payroll system data prior to posting to system to verify accuracy. Completes records of employment provided by the payroll system of E.I. Calculates and prepares advance payroll cheques as requested, for reasons including

termination, leave of absence, severance and /or vacation. Completes documentation and reconciles deductions related to enrolling employees into

benefit plans, income tax, pensions plans, E.I., C.P.P., and other related payroll deductions; reconciles statements for medical, dental and group life insurance plans, and prepares adjustments to rectify differences between accounts.

Responsible for the maintenance of employee files - including completeness of employee information (in terms of Labour Relation Board (LRB), licensing, contract specifications, etc.) internal processing documentation, etc.

Accounts Payable Matches documents, invoices, packing slips with purchase orders; contacts appropriate

sources such as suppliers by telephone and/or correspondence regarding matters such as disputed supplier accounts, missing invoices and unmatched documents.

Verifies the accuracy of invoices by checking items such as quantities, prices, tax, extensions, discounts and totals; posts to the accounts payable ledger.

Posts invoices to internal accounts after reviewing account codes (such as cost centre and general ledger codes) assigned by the Director of Finance.

Prepares, batches and inputs accounts payable and inventory data such as invoices, credit and debit notes, manual cheques, inventory issued and voiced cheques, prepares cheque batch and prints cheque run, and maintains and balances petty cash account (as reconciled by Administrative Assistant) and makes disbursements as required.

Reconciles accounts payable to the general ledger and identifies discrepancies; traces reasons for discrepancies such as price changes, substitutions and back-orders; prepares adjustments information such as vouchers and debit and credit notes to rectify discrepancies.

Accounts Receivable

Clements Centre Society

Job Descriptions

Prepares and distributes internal and external billings from information provided, by entering data into the appropriate system.

Receives and deposits payment, enters information into cash receipts journals, balances and summarizes journal and receivable accounts by matching and checking payment received against invoices, posting from journal to accounts receivable ledger and reconciling designated account.

Reconciles accounts receivable to the general ledger and identified discrepancies; traces reasons for discrepancies and rectifies same.

Follows up on discrepancies and delinquent accounts by initiating contact, written or verbal, with the account and advises the appropriate manger of the situation.

General Ledger Monthly bank, miscellaneous payable and accrual reconciliation.Other

In the absence of Director of Finance will perform such duties as required by Management.

From time to time may perform such other administrative duties as answering telephones, photocopying, transmitting by facsimile, filing, typing and distributing incoming and mailing outgoing correspondence.

Performs other related duties as assigned.

Advocacy to advocate for individual clients and families so they obtain needed support; to teach individual clients and families how to self-advocate; to advocate within CCS for CCS to advocate for support and change within the systems that

affect children and families.

Qualifications: Education, Training and Experience Certified payroll accountant, two year’s recent related experience or an equivalent

combination of education, training and experience. Demonstrated experience with Microsoft Excel, Word, and Access

Qualifications: Skills and Abilities Ability to communicate effectively both verbally and in writing. Ability to deal with others effectively. Physical ability to carry out the duties of the position. Ability to organize work. Ability to operate related equipment.

Qualifications: Personal Positive role model including modeling a healthy lifestyle

Clements Centre Society

Job Descriptions

Empathy, warmth, and understanding Ability to work effectively with staff, volunteers, and organizations Current, satisfactory criminal record search